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Privacy Policy

Dear User,

We care about your privacy and want you to feel comfortable while using the website www.gaepazzpf.org. Below you will find the most important information about how we process your personal data and about the cookies used on the site.

This Privacy Policy complies with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR) and with the Telecommunications Law with respect to cookies.

The rules governing ticket/participation sales, payments, and complaints are set out in a separate document – the Terms & Conditions of the website www.gaepazzpf.org.

1. Data controller

The controller of personal data (the „Controller”) is the Trade Union of Pharmacy Employees (Związek Zawodowy Pracowników Farmacji, ZZPF), with its registered office in Warsaw (00-867), ul. Jana Pawła II 27, Tax ID (NIP): 5223098180, National Court Register (KRS): 0000690692.

The EPA ZZPF Conference is organised by ZZPF in cooperation with the Institute of Healthcare Management at Lazarski University as co-organiser of the project. To the extent necessary for organising the conference, data may be shared with the co-organiser – see details in the „Data recipients” section.

2. Contact regarding personal data protection

For matters related to the processing of personal data, and to exercise your rights, you can contact us at: zzpf@zzpf.org.

3. Purposes and legal bases for processing data

We process your personal data depending on how you use the website and which activities you take part in:

  • registration and participation in the conference (on-site or online), including handling the registration form,
  • contact in response to your enquiry sent via the contact form,
  • running the online broadcast and photographic/video documentation of the event (see the „Image and recordings” section),
  • sending the newsletter and information about future editions of the conference and EPA/ZZPF activities – only after you have given separate consent,
  • marketing of our own activities and events – only after consent has been given,
  • establishing, pursuing, or defending against claims related to the organisation of the conference.

The legal basis for processing is:

  • Article 6(1)(b) GDPR – processing necessary for the performance of a contract (registration and participation in the conference) or to take steps prior to entering into one,
  • Article 6(1)(a) GDPR – your consent (e.g. newsletter, marketing materials, image in promotional materials),
  • Article 6(1)(c) GDPR – a legal obligation on the Controller (e.g. tax and accounting regulations),
  • Article 6(1)(f) GDPR – the Controller’s legitimate interest, including establishing, pursuing, or defending claims, and documenting the event for reporting purposes.

Providing your data is voluntary, but where data is necessary to register for the conference or to respond to an enquiry, it is required to achieve those purposes. Failure to provide the data may result in being unable to register, participate in the conference, or receive a reply to your enquiry.

You may withdraw your consent to processing at any time, which does not affect the lawfulness of processing carried out before its withdrawal.

4. Image and recordings from the conference

The second day of the conference (16 October 2026) is broadcast online, and the entire event may be documented photographically and on video for EPA/ZZPF reporting and promotional purposes.

If you attend in person, your image may be captured as part of general photographs/recordings of the event (e.g. shots of the room, panel discussions). Recordings and photographs in which you are individually recognisable (e.g. as a speaker) are published on the basis of your consent or – in the case of speakers and other public participants – on the basis of the Controller’s legitimate interest related to documenting and promoting the event (Article 6(1)(f) GDPR).

If you do not want to be recognisable in materials from the conference, please inform the organiser before the event – we will take this request into account as far as technically possible.

5. Data retention period

We process data only for as long as necessary, i.e. until the earliest of the following occurs:

  • the legal obligation requiring us to process the data ceases to apply (e.g. tax and accounting regulations),
  • the period during which claims related to the organisation of the conference may be pursued expires,
  • you withdraw your consent – if it was the basis for processing,
  • we achieve the purpose for which the data was collected (e.g. the conference ends and the event is settled).

6. Data recipients

Your data may be shared with the following categories of entities, only to the extent necessary to achieve the purposes indicated above:

  • the Institute of Healthcare Management at Lazarski University – co-organiser of the conference,
  • the provider of the platform used for participant registration and event management,
  • the provider of online broadcasting/streaming services,
  • the accounting office,
  • the hosting provider and the provider of the website software,
  • the provider of the mailing system (newsletter),
  • the provider of technical support and website optimisation services,
  • persons cooperating with the Controller under civil-law contracts, supporting the day-to-day organisation of the conference.

7. Transfer of data outside the European Economic Area

Some of the service providers used by the website (e.g. providers of analytics tools, fonts, social media plug-ins) may process data on servers located outside the European Economic Area. In such cases, the Controller ensures an adequate level of data protection through the use of standard contractual clauses approved by the European Commission, or by using entities with other legally recognised data transfer mechanisms. We provide the current list of such entities and transfer mechanisms upon request, sent to the address indicated in the „Contact” section.

8. Data security

When processing your personal data, we apply organisational and technical measures in accordance with applicable regulations, including encrypting the connection with an SSL certificate.

9. Your rights

In connection with the processing of your personal data, you have the right to:

  • access your personal data,
  • rectify it,
  • erase it,
  • restrict its processing,
  • transfer your data to another controller,
  • object to processing based on the Controller’s legitimate interest,
  • withdraw your consent at any time, without affecting the lawfulness of processing carried out before its withdrawal.

You also have the right to lodge a complaint with the supervisory authority – the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw), if you believe that the processing of your data infringes the GDPR.

To exercise your rights, please contact us – contact details can be found in the „Contact” section.

10. Cookies

The website uses cookies, i.e. small text files saved on your device. We use two types of cookies:

  • session cookies – temporary files, stored until you log out or close your browser,
  • persistent cookies – files stored for a period specified in the cookie parameters, or until manually deleted.

Depending on their purpose, we distinguish the following categories of cookies:

  • necessary – required for the website to function correctly (e.g. maintaining the session, handling the registration form); these do not require your consent,
  • analytical/statistical – allow us to collect information on how the website is used, in order to optimise it,
  • marketing – allow promotional content to be tailored to your interests, including cookies from third parties (e.g. Facebook).

We install cookies other than necessary ones (analytical and marketing) only after obtaining your consent, given via the cookie banner displayed on your first visit to the website. You can change your preferences regarding individual cookie categories at any time via the banner settings, or by withdrawing your consent, which does not affect the lawfulness of processing carried out before its withdrawal.

Regardless of the banner settings, you can also manage cookies at any time via your web browser’s settings, including deleting stored files or blocking their future use. Information on this can be found in your browser’s help file.

Restricting the use of cookies may affect some of the functionalities available on the website.

11. Changes to the Privacy Policy

The Privacy Policy may be periodically updated, in particular in connection with changes in the law or in the scope of the website’s functionality. The current version is always available on the website.

12. Contact

Want to exercise your rights regarding your personal data? Or maybe you just want to ask something related to this Privacy Policy?

Write to us at: zzpf@zzpf.org